Project Administrative Support Specialist

About Us: Jans Corporation is a well-established, medium-sized family-owned general contracting company with a rich history spanning over 40 years. We specialize in delivering high-quality commercial construction projects across various industries, maintaining a reputation for excellence and integrity in our work.

Job Summary: We are seeking a proactive and detail-oriented Project Administrative Support Specialist to support our project management team in coordinating, tracking, and delivering architectural and construction projects. This role serves as a vital link between project managers and internal teams by providing administrative and organizational support. The ideal candidate will have excellent communication and multitasking skills, a strong understanding of administrative processes, and the ability to thrive in a fast-paced, collaborative environment.

Hours: A typical workweek is Monday through Friday from 8:00AM to 5:00PM, actual working hours and days may vary due to project deadlines; May require weekend or evening work at times.

Compensation: Starting at $27.00 per hour

Benefits

• Competitive compensation package
• Annual bonus potential
• Medical, dental, and vision insurance
• Company-Paid Life and AD&D insurance
• Company-Paid Long-Term Disability coverage
• 401(k) plan with company match
• Seven (7) paid holidays
• Flex Time Off accrual that starts on your first day!
• $200 annual branded gear allowance
• Fitness club discounts & wellness incentives
• Employee Assistance Programs
• A family-oriented workplace that values teamwork and professional growth
  
  

Key Accountabilities

• Contract & Document Management
• Draft and process subcontractor agreements and change orders compiled by the Project Manager.
• Maintain up-to-date contract logs and documentation folders.
• Track contract execution and ensure all signatures and insurance certificates are received.
• Assist with lien waivers, closeout documents, and compliance paperwork.
• Project Setup & Administrative Support
• Set up project folders, templates, and tracking systems.
• Assist with permit applications, jobsite signage, and project startup forms.
• Schedule meetings, prepare agendas, and take meeting minutes.
• Help maintain project calendars and milestone trackers.
• Communication & Coordination
• Follow up on outstanding documents or action items.
• Coordinate with accounting, procurement, and field teams as needed.
• Maintain contact lists and communication logs.
• Reporting & Data Entry
• Enter and update project information in project management software.
• Generate reports for internal use.
• Assist with monthly billing support and documentation.
• Learning & Process Improvement
• Learn project lifecycle stages and documentation requirements.
• Identify opportunities to streamline administrative processes.
• Participate in training sessions and team meetings.
• Support the development of standard operating procedures (SOPs).
  
  

Required Skills & Qualifications

• 5+ years of administrative or project coordination experience, preferably in the architecture, engineering, or construction (AEC) industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Proficiency in Bluebeam PDF Xtreme or Adobe Pro or other PDF software.
• Strong organizational skills and attention to detail in document control and file management.
• Excellent written and verbal communication skills for internal and external coordination.
• Ability to handle multiple tasks and deadlines with minimal supervision, familiarity with basic project lifecycle concepts, including schedules, contracts, and reporting.
• Professional demeanor and strong interpersonal skills for team and client interaction.
• Ability to maintain confidentiality, discretion, and reliability in handling sensitive information.
  
  

Preferred Skills & Qualifications

• Associate or Bachelor’s degree in Business Administration or related field.
• Experience with project management and document control platforms like Procore, Newforma, Deltek Ajera, or CMIC.
• Basic knowledge of construction terminology and documentation standards is an asset.
• Understanding of architectural or construction workflows.
• Certification in project coordination or administration (e.g., CAP, PMP support roles).
  
  

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